This report has been prepared
to enable Council to consider progression of the Cultural and Civic Space
(CCS) Project to detailed design and construction. Over the 2018/19
year, the following key activities have been undertaken:

1. Schematic Design
to develop the exterior form of the building, the layout of functional areas
within the building (library, gallery, museum, café, administration
office, etc) and to start the engineering design of the structure and
services within the building;

2. Drafting of
development application documentation for the State Significant Development
process;

3. Refinement of
the project cost estimate based on Schematic Design; and

4. Continued
engagement of internal and external stakeholders.

In summary, those key
activities have resulted in the following:

1. A Schematic
Design that satisfies the design brief provided by Council to BVN
Architecture and the design team;

2. Development
application documentation prepared by planners, GeoLINK, and ready for
submission to the Department of Planning & Environment;

3. A cost estimate
for the project developed by quantity surveyors, Slattery, that is within
Council’s project budget expectations of $76.52m (as established at the
Council meeting of 14 June 2018);

4. A Schematic Design campaign in May 2019 that resulted in 78
written submissions. Overall written feedback was 51% positive and
supportive of the project, 23% neutral, suggestions or unrelated & 26%
opposed to the project in part or its entirety.

5. Refinement of the procurement approach for Design &
Construction with 2 stage early contractor engagement.

Motion (Cr
Denise Knight / Cr Sally Townley)

That Council Authorise progression of the Cultural &
Civic Space Project to detailed design and construction including:

1.Approval of full project funding at $76,520,000 with expenditure
expected between 2018/19 and 2022/23;

2.Noting that a development application will be lodged which is
categorised as State Significant Development under section 4.36 of the
Environmental Planning and Assessment Act, 1979;

3.Authorising the disposal of the following properties through an
expression of interest process and for a sale price of no less than the
independent valuation less 10%:

4.Council report to full Council the comparison of the proposed Council
office space in the Gordon Street building to the current total office space
in the Duke Street, Castle Street and Rose Avenue buildings.

5.Council present to staff the Workplace Strategy Overview for
consultation and comment with the results being reported back to Council.

The
General Manager left the meeting, the time being 7.15pm and returned at
7.17pm, the Director Sustainable Communities assumed the General
Manager’s chair.

For: Crs
Amos, Arkan and Rhoades

Against: Crs
Knight, Adendorff, Cecato, Swan and Townley

The AMENDMENT
on being put to the meeting was LOST.

Amendment

(Cr John Arkan / Cr Paul Amos)

That Council Authorise progression of the Cultural &
Civic Space Project to detailed design and construction including:

1.Approval of full project funding at $76,520,000 with expenditure
expected between 2018/19 and 2022/23;

2.Noting that a development application will be lodged which is
categorised as State Significant Development under section 4.36 of the
Environmental Planning and Assessment Act, 1979;

3.Authorising the disposal of the following properties through an
expression of interest process and for a sale price of no less than the
independent valuation less 10%:

4.Authorising the preparation and execution of Contracts for Sale and
any other necessary documents under the Common Seal of Council;

5.Endorsing the revised method of procurement for the builder as
“Design & Construction with 2 Stage Early Contractor
Engagement”; and

6.Noting that a report will be provided to Council as soon as possible
outlining the procurement steps to engage the design team going forward.

For: Crs
Knight, Adendorff, Cecato and Townley

Against: Crs
Amos, Arkan, Rhoades and Swan

The MOTION
on being put to the meeting resulted in a tied vote. The Mayor used her
casting vote and the MOTION was declared CARRIED.

Carried

The meeting
adjourned for a short recess, the time being 8.03pm and reconvened at 8.10pm.

GM19/19 Council
Policy - Submissions Policy

Executive Summary

The purpose of policy is to document Council’s
intent, commitment and/or a position on a particular topic as well as ensure
transparency and accountability in local government. This report
presents the amended Submissions Policy for adoption.